Two-Step Approval Functionality
Overview
The following should act as an overview of the two-step approval functionality on Mantle.
Any changes to a member record, either a single data item or processing a quotation or event, as well as drafting a letter template on Mantle will require two-step approval. This is reflective of the peer review process and acts as an audit trail to reflect which user made the change and which user confirmed it. This is recorded to the second.
Data Items
Any outstanding two-step approvals for both data items and quotes/events will be displayed on the Administration Dashboard.
You can download a list of the members in excel by clicking the download icon next to Two Step Updates.
When you update a data item, and have saved the record, the two-step approval will display at the top of the main member record, example below. You will not have the option to approve a data change you have made, as such you will only see the update requested and the option to Reject the change.
You can quickly change the view on the record by toggling between “Swap to Approved Data” and “Swap to Pending Data” from this area.
The data item updated now shows on the record with the pending data and an orange tick next to it, indicating the change is not yet approved.
If you toggle to “Swap to Approved Data” you will see the data item still has the orange tick but displays the approved data rather than the pending update.
It is important to note if you attempt to draft a letter whilst a data item approval is outstanding you need to ensure that you are viewing the record in pending data view to get the updated data to pull into the letter. If you are in the view below it would pull in the current data not the update.
When another user views the record, they will have the option to approve the two-step approval.
To approve the update, the checker should click on “Confirm”, if there are multiple updates pending and all are to be accepted this can be done by clicking “Confirm All” to complete with one click rather than individually accepting.
Once the checker clicks on “Confirm”, the two-step approval will disappear but the record must be saved to commit the change. The banner across the top of the screen will display the member/scheme in yellow text whilst any update is unsaved. To save the record use the save icon in the top right of the screen;
Once saved, the data item will be updated and the last edited by date and user name amended.
Clicking into the details of the data item and viewing the history will now show the latest audit trail.
Quotes and Events
Quotes and events operate in the same way as data items, they will display on the Administration Dashboard when outstanding and also show at the top of the main member record.
The event can also be seen in status history with the orange tick to denote it is pending.
Quotes will display in the Quotations table in the same way.
If a checker clicks into either an event or a quotation they can also approve this at the top of the screen within the event or quotation rather than going back to the main member record to click “Confirm”.
As with data items, once a checker clicks “Confirm” they have to save the record before it is committed.
As an example, after confirming a quotation, the two-step approval will clear from the main member record screen.
Within the quotations table the orange tick will clear and the last edited by will update.
Within the quotation itself, the record will now show the timestamp for the user who processed and confirmed it and when.
Documents
The document functionality is covered in a separate Solutions Article but operates in the same way as data changes.
Outstanding approvals on documents will display on the Administration Dashboard (although a list cannot be downloaded in excel).
On an individual record, the documents will display at the top of the record and within the documents table. Clicking on a document will allow a checker to review the content before approving. If the letter template has been drafted via Mantle, only once it is approved will the draft watermark be removed from the PDF.
Documents uploaded from outside Mantle do not have draft watermarks.